Executive Assistant | Administration, Full Time

Memorial Health Ohio•Paris Township, OH

6d•Onsite

About The Position

We are looking for an Executive Assistant to join our collaborative team at Memorial Health! This role involves managing administrative offices for System Leaders, exercising considerable judgment, and applying experience in decision-making. The Executive Assistant will provide information in accordance with established procedures and policies, referring technical problems to appropriate personnel. This position requires working collaboratively with other Executive Assistants to ensure efficient administration, managing correspondence and an extensive filing system, and coordinating document distribution. A key responsibility is managing exceptionally active calendars for appointments and overseeing office workflow to ensure compliance with timelines, procedures, and quality standards. The role demands a high level of professionalism and the ability to handle confidential information. The Executive Assistant will also manage an extensive variety of responsibilities, including independent correspondence, reviewing and editing various documents such as reports, forms, applications, and memoranda. Specific duties include maintaining CDs/CDARS investment for MHUC and UCHA, providing and confirming Ohio Pooled Collateral statements for annual audits, completing attestations for year-end, preparing and maintaining the annual non-monetary compensation schedule, and confirming invoices to OSU for call coverage and Medical Directorship payments. The role also acts as a liaison with internal and external contacts, understanding the organizational and political structure of Memorial Health System, coordinating meeting rooms and schedules for senior management, and screening phone calls and visitors. Additional tasks include completing miscellaneous billings, maintaining Medicare and Medicaid certifications, administering the Contract Management system, electronically maintaining capital expenditures, monitoring payroll and DocSign, accessing accounting systems for coding, budgeting, and research, maintaining spreadsheets for Medicaid claims, completing credentialing/re-credentialing forms, maintaining hospital certifications/licensures, and monitoring COAAA payments. The position requires exhibiting behaviors reflective of Memorial’s core values: Compassion, Accountability, Respect, Excellence, and Service, demonstrating regular and predictable attendance, and attending all mandatory education and in-services.

Requirements

Competition of secondary education or equivalent experience with basic math and writing skills
technical certificate and/or three years of experience in a similar capacity
must be able to demonstrate excellent customer service
knowledge of Microsoft Word and Excel

Responsibilities

Manages Administrative Office for System Leaders; exercises considerable judgement and applying experience in making decision; provides information in accordance with established procedures and policies; refers problems requiring technical answers to appropriate personnel; works collaboratively with other Executive Assistants to keep administration running efficiently; manages correspondences and extensive filing system; coordinates distribution of documents; responsible for managing exceptionally active calendars for appointments; manages office workflow assuring compliance with established time lines, procedures and standards of quality demonstrates high level of professionalism and ability to handle confidential information; manages an extensive variety of responsibilities including effective correspondence independently; reviews and edits a wide selection of materials; i.e.: reports, forms, applications, memoranda and other documents.
Maintains CDs/CDARS investment for MHUC as well as UCHA.
Provides and confirms Ohio Pooled Collateral statements for annual audit and completes attestations for year-end.
Prepares and maintains annual non-monetary compensation schedule.
Maintains and confirms invoices to OSU for all call coverage and Medical Directorship payments.
Acts as liaison with a variety of internal and external contacts in order to obtain and or relay information, arrange meetings, etc. often dealing with community executives, medical staff, board members or influential outsiders; understand the organizational and political structure of Memorial Health System; reserves/coordinates meeting rooms and accouterments; facilitates the coordination of schedules for senior management meetings; screens phone calls and visitors, maintains Outlook contacts.
Complete miscellaneous billings for rent, pharmacy items, physical therapy services, postage, Health Partners services, etc.
Maintain our Medicare and Medicaid certifications by completing, when necessary, re-certifications, change of information to add additional locations, update our Board members, tax id changes, etc.
Administrator for the Contract Management system by uploading, modifying, maintaining, and aid in the evaluations of those contracts at year-end.
Electronically maintain capital expenditures for each year.
Monitors and maintains payroll and DocSign.
Maintain access to various accounting systems to aid in coding, budgeting and researching.
Maintain spreadsheets for Medicaid inpatient and outpatient claims, charges and payments per year.
Complete credentialing/re-credentialing forms for various payors.
Maintain all certifications/licensures for the hospital.
Monitor and assist when necessary all COAAA payments.
Exhibits behaviors reflective of Memorial’s core values: Compassion, Accountability, Respect, Excellence, and Service.
Demonstrates regular and predictable attendance.
Attends all mandatory education and in-services (i.e., team training, safety, infection control, etc.); completes mandatory health requirements.
Employee performs within the prescribed limits of the hospital’s and department’s Ethics and Compliance program and is responsible to detect, observe and report compliance variances to their immediate supervisor, or upward through the chain of command, the Compliance Officer, or the hospital hotline.
Perform other duties as required or assigned.